Budget Auto-Reload (Legacy)

Budget Auto-Reload is designed to automate the replenishment of budget points on a regular basis. This tool ensures that budgets are consistently funded without manual intervention, saving time and reducing recognition platform administrative tasks. In this article, you'll learn how to access the Budget Auto-Reload tool, configure its settings, create and manage rules, and address common issues.

1. Adding a Rule
   • Cadence
   • Points
   • Budgets
   • Summary
2. Managing Rules
   • Editing/Deleting a Rule
   • Applying a Rule to a Budget/Budget Group
   • Removing a Rule from a Budget/Budget Group
3. Errors
4. FAQs

Adding a Rule

1. Select the ‘Admin’ button at the top right of the homepage.
2. Click the ‘Budgets’ tab.
3. Click the ‘Auto-Reload Rules’ tab above the Active-Archive toggle.
4. Click ‘Add Rule’ to begin the rule setup process.

Cadence

Configure the settings in the Cadence section:

1. Name the auto-reload rule.
2. Select the reload frequency (weekly, monthly, quarterly, semi-annually, or annually).
3. Choose the start date for the first budget reload. The projected date for the second auto-reload will appear next to the date picker.
4. Select the time and time zone for the reload.
5. Click ‘Next’.

 
 

Points

Adjust the settings in the Points section:

1. Choose a reload method:
   • Flat Amount: A fixed number of points per reload.
   • Head Count: Points are calculated based on the number of people associated with a budget, using one of the following methods:

• Manager Budget Group: Points are calculated based on the manager’s number of direct reports.
  • Example: For a rule of 100 points per direct report per month, a manager with 3 direct reports would receive 300 points per reload (100 points x 3 direct reports = 300 points).
• Hierarchy Budget Group: Points are calculated based on the number of people who have access to the budget.
  • Example: For a rule of 100 points per person per month, a hierarchy budget with 5 people having access would receive 500 points per reload (100 points x 5 people = 500 points).

2. Decide if points should roll over each reload period. If unchecked, unused points will be supplemented with new points to match the specified reload amount.
3. Enter the number of points to be reloaded:
   • Flat Amount: Enter the points per reload cadence.
   • Headcount: Enter the points per headcount per reload cadence (only for Manager and Hierarchy budget groups).
4. Click ‘Next’ to continue.

Budgets

Select the budget(s) or budget group(s) to which the rule applies:

1. Apply the rule to a budget group to add it to each budget in the group.
2. Any grayed-out budget either:
   • Already has a rule applied (only one rule per budget/group)
   • Can’t accommodate a specific rule:
     • Rules with a headcount reload method can’t be applied to regular budgets or metadata budget groups.

This step is optional, and rules can be applied to budgets after creating the rule. After creating the rule and budgets, click the three-dot icon next to the budget and select ‘Edit Budget’ to apply the rule.
 

Summary

Review the summary of the affected budgets/budget groups. If no rule is applied, proceed by selecting ‘Add Rule’.
 

 
 

To apply the rule immediately instead of waiting for the next scheduled run, check the box next to ‘Run rule immediately after adding’. When ‘Add Rule’ is clicked, points will be immediately added to any budgets attached to the created rule.
 

Managing Rules

On the Auto-Reload Rules tab, view all created rules, including the points filled, cadence, last run date, next fill date, and the budgets using specific rules. Instructions for editing/deleting rules and applying/removing rules from budgets/groups follow.
 

Editing/Deleting a Rule

Find the newly created rule in the ‘Auto-Reload Rules’ tab. Click the three-dot icon to:

1. Run the rule now.
2. Edit the rule settings.
3. Delete the rule. 

Applying a Rule to a Budget/Budget Group

To apply an existing rule to a newly created budget:

1. Click the three dots next to a budget/budget group in the ‘Budgets’ tab.
2. Select ‘Edit Budget’.
3. Choose the applicable rule from the ‘Budget Auto-Reload Rule’ dropdown menu.
   • Grayed-out rules cannot be applied (e.g. headcount reload rules to regular budgets).
4. Click ‘Save’.
5. Wait for the next auto-reload or manually run the rule by selecting ‘Run Rule Now’ in the ‘Auto-Reload Rules’ tab.

Removing a Rule from a Budget/Budget Group

To change or remove a rule:

1. Click the three dots next to a budget/budget group in the ‘Budgets’ tab.
2. Select ‘Edit Budget’.
3. Remove the rule by clicking the ‘x’ icon next to the selected rule in the ‘Budget Auto-Reload Rule’ dropdown menu. Leave it blank to not apply another rule or select a different rule.
4. Click ‘Save’.

If you applied a rule to a budget group but would like to remove an auto-reload rule from a specific budget:

1. Click on the budget group.
2. Select the three dots next to a specific budget.
3. Select ‘Edit Budget’
4. Click the x icon next to the selected rule under the ‘Budget Auto-Reload Rule’ dropdown menu.
5. Click ‘Save’. 

You are able to apply different rules for different budgets under the same budget group, but we recommend keeping all rules consistent in budget groups for ease of administration.

Errors

If an error occurs during a budget auto-reload, Super Admins will receive an email notification. Errors are also reflected in the ‘Auto-Reload Rules’ tab.

If an error occurs, this usually is due to there being an insufficient amount of points in the Company Account to allocate. To remedy this:

1. Add points to the Company account (see the Adding Points to Your Platform article). 
2. Click the three-dot icon next to the rule in the ‘Auto-Reload Rule’ tab and select ‘Run Rule Now’. A success notice will appear.

FAQs

What settings need to be altered in Recognition and Earn Program settings for auto-reload rules?

• New users will be added to their metadata, hierarchy, or manager budget group based on their metadata and Supervisor Id. Budgets won't reload until the next scheduled date.

If budgets have auto-reload rules applied to them, what will need to be altered in Recognition and Earn Program settings?

• The ‘Budget Access’ section under Recognition Program and Earn Program settings in a program needs to be set as “Allowable Access” and the Allowed Budgets setting will need to be set as “All” or “Limited” to make it so that users with access to several budgets can only awarded points from specified budgets through that program; be sure you select the applicable budget(s)/budget group(s) from the field presented.

Are there limits to which budgets can have auto-reload rules?

• Yes, only one auto-reload rule can be applied per budget. The types of auto-reload rules available for each budget group are as follows:
  • Regular budgets: 
    • Flat amount auto-reload rules
  • Metadata budgets: 
    • Flat amount auto-reload rules
  • Hierarchy budgets:
    • Flat amount auto-reload rules
    • Headcount auto-reload rules
  • Manager budgets:
    • Flat amount auto-reload rules
    • Headcount auto-reload rules

If you have any questions, please contact Awardco Admin Support.